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Outlook 2019/365: Fix “Your mailbox is over its size limit” Message

Outlook 2019/365: Fix “Your mailbox is over its size limit” Message

January 4, 2019 by Mitch Bartlett 9 Comments

If your Outlook 2019/365 mailbox is getting full you will be sent an email message to tell you that your mailbox is approaching the quota. If you do not reduce the size of your mailbox, you will be unable to send email, and you’ll receive an email that says “Your mailbox is over its size limit”.

The email quota is usually set by the Microsoft Exchange administrator within your organization. In some cases, administrators may grant you more space if you contact them. You can also use the Personal Folders feature in Outlook to store Outlook items locally on your hard drive. Items in the Personal Folder do not count toward your quota.

Of course, it’s best to keep things tidy and clean out some of the things you’ll never need. To clean out your mailbox, follow these steps.

Option 1 – Cleanup Tool

Note: These steps are for the Windows version of Outlook. This feature is not available in the macOS version.

  1. Go to “File” > “Cleanup Tools” > “Mailbox cleanup“.
  2. From the “Mailbox Cleanup” screen, you  can choose to “Find items older than” a certain number of days, or “Find items larger than” a certain size. Personally, I try to find items larger than 250 kilobytes, then select “Find…“.
  3. The wizard searches for messages that meet your search criteria. From the “Advanced Find” screen, you can delete any unwanted items.

Once you have deleted any unwanted items, be sure to empty the “Deleted Items” folder by right-clicking it and selecting “Empty Folder“.


Option 2 – Manual Removal

  1. While viewing your mail in Outlook, right-click the email address in the left pane and choose “Data File Properties“.
  2. Select the “Folder Size…” button.
  3. Have a look at which folders have the largest size. Use this information to target folders from which to manually clear out email messages.

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Filed Under: Office

Reader Interactions

Comments

  1. Anon says

    February 25, 2021 at 6:06 pm

    For anyone still seeing this, you can export all of your current messages to a .pst file as a backup, then delete/re-create your Outlook profile. There are steps to do so on the web

  2. Vanessa Daiger says

    February 20, 2021 at 8:31 pm

    What do I do if my mailbox is not actually full? I cleared all the emails out of my inbox, trash, junk, everywhere. Still not able to send or receive messages.

  3. Bob says

    June 5, 2020 at 11:58 am

    This is great if your mailbox is actually full, but what if it isn’t but you still get this message? What is the fix?

  4. Elizabeth Ernst says

    May 5, 2020 at 8:43 pm

    NO! What email address in the lefthand pane? Also, there is no “file” command in my Outlook. I manually cleared out all my email down to 200, and I’m still getting warnings and am prevented from sending emails! There must be a better system!

  5. Ron GETCHELL says

    October 22, 2019 at 1:44 pm

    I do not have outlook. my mailbox is full. how do I fix it?

    Thanks.

  6. ibrahim sönmez says

    August 1, 2019 at 9:02 pm

    please help me enough space in the mailbox how do you know aca figured out your email system is great how do i fix it

  7. G says

    March 26, 2019 at 12:31 pm

    Emptied everything and still receiving quota exceeded message in error.

  8. Pat says

    January 4, 2019 at 8:36 am

    How to fix problem with outlook when you can’t receive emails even after junk mail is empty

  9. Pat says

    January 4, 2019 at 7:28 am

    We have outlook for our email service. We cannot receive email even after we have deleted all our emails. Tried to go to files right click to delegate trash but see nowhere to do that. Can you help.

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Baby and Daddy My name is Mitch Bartlett. I've been working in technology for over 20 years in a wide range of tech jobs from Tech Support to Software Testing. I started this site as a technical guide for myself and it has grown into what I hope is a useful reference for all.

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